Hermes Logistics Resource · New Authorities
New Authority Car Hauler Readiness Checklist
An active authority number is only one part of becoming operationally ready. Use this checklist to identify the information, documents, equipment limits, broker requirements, and approval rules that should be clear before requesting dispatch support or reviewing a first load.
Before dispatch begins
Prepare a reviewable carrier profile, not only an MC number.
A dispatcher or broker may need to understand authority status, insurance, equipment, capacity, operating area, documents, communication, and who controls every booking decision.
Readiness areas
Eight checks before active load review.
This is an operational preparation guide, not legal, insurance, safety, tax, or regulatory advice. Confirm requirements with the applicable agencies, insurers, brokers, and qualified professionals.
Authority status and age
- MC and USDOT numbers match the operating business
- Authority status is confirmed through official sources
- Effective date and authority age are documented
- Any pending, inactive, or uncertain status is resolved first
Insurance readiness
- Required policies are active for the planned operation
- Coverage limits and effective dates are understood
- Certificate-request process is ready
- Equipment and cargo limitations are reviewed
Equipment profile
- Truck and trailer type are documented
- Practical vehicle capacity is clear
- Dimensions, weight, height, and clearance limits are known
- Inoperable, oversized, modified, or specialty restrictions are stated
Operating area
- Home base and realistic pickup radius are defined
- Preferred states, regions, or lanes are identified
- Deadhead and return-route expectations are understood
- Availability and time-off rules are current
Broker setup packet
- W-9 and business information are consistent
- Authority and insurance documents are current
- Payment and factoring instructions are controlled
- No passwords, security codes, or unnecessary private data are shared
Load evaluation rules
- Equipment and unit fit are checked
- Pickup, delivery, access, and timing are reviewed
- Rate, miles, deadhead, and operating costs are considered
- Broker and payment terms are confirmed before acceptance
Carrier control
- The carrier defines approval limits
- No load is booked without carrier approval
- Changes and counteroffers require confirmation
- Dispatch support does not transfer operating responsibility
Paperwork and communication
- Rate confirmations are reviewed before signing
- Pickup and delivery documents are organized
- Updates, exceptions, and damage concerns have an escalation path
- Invoice and payment follow-up responsibilities are assigned
Practical sequence
Move from authority verification to controlled dispatch.
Do not treat a new authority as fully ready until each required dependency has an owner and a confirmed status.
- 1. Verify
- Confirm authority status, effective date, insurance, and business identity through approved sources.
- 2. Document
- Prepare equipment, capacity, operating area, availability, and broker setup information.
- 3. Define control
- Set carrier approval, communication, rate-review, and booking boundaries.
- 4. Review opportunities
- Compare route, deadhead, equipment, timing, source, paperwork, and rate.
- 5. Confirm every load
- The carrier makes the final decision before booking or signing.
Readiness decision
Choose the next review state from the facts available now.
This decision tree organizes the next operational step. It does not replace official authority, insurance, legal, safety, broker, or transaction-specific review.
Authority and insurance can be verified; equipment, practical capacity, operating area, availability, setup documents, business contact, and carrier approval rules are clear enough for a dispatch-scope review.
The core business may be reviewable, but equipment limits, operating area, availability, setup documents, factoring or payment instructions, communication, or approval rules remain incomplete or inconsistent.
Authority is pending, inactive, or uncertain; required insurance is not effective; equipment identity or capacity is unresolved; or there is no approved contact and carrier-decision process. Resolve the foundational dependency first.
None of the three states guarantees broker acceptance, a load, a rate, payment, revenue, or a booking. A carrier may move between states as documents, operating facts, and external requirements change.
Important boundaries
A completed checklist is not a promise of loads or income.
Readiness improves the quality of review. It cannot control broker acceptance, market demand, rates, safety decisions, payment, route availability, or future performance.
Each broker may apply different authority-age, insurance, safety, equipment, and documentation rules.
Available opportunities depend on market, lane, equipment, timing, authority, and carrier fit.
Rates, miles, utilization, profit, payment timing, and income are not promised.
The carrier reviews and approves each load before booking.
Frequently asked questions
Questions to resolve before requesting active dispatch.
Does active authority mean a new car hauler is ready for every broker?
No. Brokers may apply different authority-age, insurance, safety, equipment, documentation, payment, and lane requirements. Each opportunity still requires review.
What should a new authority prepare before requesting dispatch support?
Prepare confirmed authority status, effective date, insurance, equipment and capacity, operating area, availability, broker setup documents, communication rules, and carrier approval boundaries.
How do I know which readiness state applies?
Ready for dispatch review means the authority and insurance can be verified and the equipment, operating area, availability, setup documents, contact path, and carrier approval rules are clear. Needs clarification means the core authority or insurance may be verifiable but important operating or document details remain incomplete. Not ready for active load review means a foundational dependency such as authority, insurance, equipment identity, or an approved decision process is pending, inactive, or uncertain.
Can Hermes guarantee loads, rates, or revenue for a new authority?
No. Loads, broker approval, rates, miles, utilization, profit, payment timing, and revenue depend on external market and operating conditions and are not guaranteed.
Who makes the final decision to book a load?
The carrier does. Dispatch support can research and coordinate information, but the carrier reviews and approves each load before booking or signing.
Carrier readiness review
Prepare authority, insurance, equipment, fleet, dispatch, and availability details.
The carrier intake creates a local review preview and explicit handoff. It does not automatically approve an authority, create an account, assign a dispatcher, or book a load.